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HomeMy WebLinkAbout09/03/91 Board of Public Works MinutesREGULAR MEETING SEP-rEMBEK 3, 1991 The regular meeting of the Board of Public Works was convened at 9:45 a.m. on Tuesday, September 3, 1991, by Board President John E. Leszczynski. Also present was Board member Katherine Humphreys as well as Chief Assistant City Attorney Jenny Pitts Manier. Board member Patricia E. DeClercq was not in attendance. AGENDA ITEM STRICKEN/ADDED Upon a motion made by Mr. Leszczynski, seconded by Ms. Humphreys and carried, the award of bid for Asbestos Abatement at the Colfax Theatre was stricken from the agenda and an Agreement with Sallie and Associates was added to the agenda. APPROVE MINUTES OF PREVIOUS MEETING Upon a motion made by Ms. Humphreys, seconded by Mr. Leszczynski and carried, the minutes of the regular meeting of the Board held on August 27, 1991 were approved. APPROVE COMMUNITY DEVELOPMENT CONTRACT The following Community Development Contract was presented to the Board for approval: HUMAN RIGHTS COMMISSION HUMAN RIGHTS LOW/MOD ACTIVITY The targeted goal for this activity is to process ninety (90) cases of civil rights violations involving low and moderate income South Bend residents. The total cost of this activity shall not exceed $20,000.00. Upon a motion made by Ms. Humphreys, seconded by Mr. Leszczynski and carried, the above referred to Contract was approved and executed. APPROVE AGREEMENT FOR ENGINEERING SERVICES - TRIAD ENGINEERING INCORPORATED Mr. John J. Dillon, Director, Division of Environmental Services, submitted to the Board an Agreement between the City of South Bend and Triad Engineering Incorporated, 325 East Chicago Street, Milwaukee, Wisconsin. Mr. Dillon noted that the Division of Environmental Services reviewed and interviewed the engineering firms which submitted Statements of Qualification to the Board of Public Works on June 24, 1991, for a Maintenance Management Needs Assessment and they recommend that the Board enter into this Agreement with Triad Engineering for these services. Mr. Dillon further noted that the assessment and recommendation phase of this project is anticipated to cost $25,970.00. Therefore, Ms. Humphreys made a motion that the recommendation be accepted and the Agreement be approved and executed. Mr. Leszczynski seconded the motion which carried. APPROVE CONSTRUCTION CONTRACT - MICHIGAN STREET CURB & BRICK RESTORATION PROJECT Mr. Leszczynski advised that in accordance with the bid awarded on August 27, 1991, to L.L. Geans & Sons, Inc., 56535 Magnetic Drive, Mishawaka, Indiana, in the amount of $129,782.18 for the above referred to project, a Contract in said amount was being submitted for Board approval. Upon a motion made by Ms. Humphreys, seconded by Mr. Leszczynski and carried, the Contract was approved and the appropriate Certificate of Insurance, Performance Bond and Labor and Materials Payment Bond as submitted were filed. In response to questions from the news media, Mr. Leszczynski advised that this project entails miscellaneous repairs to bricks and curbs in the downtown mall area. REGULAR MEETING SEPTEMBER 3, 1991 AWARD QUOTATION - STATE THEATRE MARQUEE ROOF REPAIR PROJECT Ms. Cleo Hickey, Downtown Project Manager, Department of Economic Development, informed the Board that on May 13, 1991, the Board opened Quotations for the reroofing of the State Theatre Marquee. A single Quotation was submitted by North Central Roofing,`Inc., 1118 North Logan Street, Mishawaka, Indiana. Ms. Hickey at this time requested that the Board award the Quotation of North Central Roofing in the amount of $13,883.00 which is the base bid of $12,592.00 and Alternate #2 at #1,291.00. Upon a motion made by Ms. Humphreys, seconded by Mr. Leszczynski and carried, the recommendation was accepted and the Quotation awarded. AWARD BID - COLFAX THEATRE DEMOLITION In a Memorandum to the Board, Mr. Carl Littrell, Director, Division of Engineering, recommended that the Board award the low bid of Warner and Sons, Inc., P.O. Box 87, Elkhart, Indiana, in the amount of $129,444.00 for the above referred to project. It was noted that bids for this project were opened by the Board on August 27, 1991. Upon a motion made by -Ms. Humphreys, seconded by Mr. Leszczynski and carried, the recommendation was accepted and the bid awarded. APPROVE AGREEMENT - SALLIE AND ASSOCIATES Mr. Leszczynski advised that the Human Rights Commission has submitted to the Board for approval was an Agreement with Vivian G. Sallies, President, Sallie and Associates, 16194 Baywood Lane, Granger, Indiana, for the purposes of consultation and coordination of the Fair Housing Practices Award Dinner on September 19, 1991 at Century Center. The Agreement indicates that Sallie and Associates shall be compensated at the rate of forty dollars ($40.00) per hour for services provided. Ms. Humphreys made a motion that the Agreement be approved and executed. Mr. Leszczynski seconded the motion which carried. APPROVE IRREVOCABLE STANDBY LETTERS OF CREDIT - CROSS CREEK INC. Mr. Leszczynski advised that the Board is in receipt of an Amendment to Irrevocable Standby Letter of Credit No. 5-8777, as issued by Society Bank, Indiana, P.O. Box 6, South Bend, Indiana, in the amount of $5,339.00 with an expiration date of August 31, 1992 for the account of Cross Creek, Inc., 828 East Jefferson Boulevard, South Bend, Indiana. This Amended Letter of Credit indicates that the amount has been reduced from $16,432.00 to $5,339.00 and that the expiration date has been changed from August 30, 1991 to August 31, 1992. It is noted that this Letter of Credit pertains to public improvements at Cross Creek, Phase III, Part 1. Additionally, the Board is in receipt of Irrevocable Standby Letter of Credit No. 5-8866, as issued by Society Bank, Indiana, in the amount of $22,183.00 with an expiration date of August 15, 1992 on and for the account of Cross Creek, Inc. This Letter of Credit indicates that it is for the completion of the asphaltic surface coat and sidewalks at Cross Creek, Phase IV, Section 1. An Amended Irrevocable Standby Letter of Credit No. 5-8866 in the amount of $22,183.00 with an expiration date of August 15, 1992 was also submitted which indicates that Paragraph 2 has been amended to read the completion of asphaltic surface coat and sidewalks at Cross Creek, Section IV. Also submitted was Irrevocable Standby Letter of Credit No. 5-8865 in the amount of $45,585.00 with an expiration date of October 15, 1991 on and for the account of Cross Creek, Inc., as issued by Society Bank, Indiana, P.O. Box 6, South Bend, Indiana. This Letter of Credit indicates that it covers concrete curbs and asphalt base at Cross Creek, Phase IV, Section 1. Also [-I E �I REGULAR MEETING SEPTEMBER 3, 1991 submitted was an Amended Irrevocable Standby Letter of Credit which indicates that this Letter covers concrete curbs and asphalt base at Cross Creek, Section IV. Mr. Leszczynski made a motion that the above referred to Irrevocable Standby Letters of Credit and the Amended Irrevocable Standby Letters of Credit be accepted and approved. Ms. Humphreys seconded the motion which carried. APPROVE CONTRACT FOR VIDEOTAPE AND TWO (2) PSA ANNOUNCEMENTS - CREATIVE ARTFORMS - HUMAN RIGHTS COMMISSION Submitted to the Board was a Contract with Creative Artforms, 229 South Michigan Street, Center City Place, South Bend, Indiana, for the production of a videotape and two (2) public service announcements for the Human Rights Commission. Ms. Cynthia Love -Bush, Director, Human Rights Commission, advised the Board that the Commission received a grant as part of a Fair Housing Project to complete this video and public service announcements which will enhance the public awareness in housing. The cost -for this service is $7,150.00. Ms. Humphreys made a motion that the Contract as submitted be approved and executed. Mr. Leszczynski seconded the motion which carried. REQUEST TO CLOSE LA PORTE, FROM W. WASHINGTON TO COLFAX. IN CONJUNCTION WITH HISTORIC DISTRICT YARD SALE - SEPTEMBER 28, 1991 - REFERRED Mr. Paul Hayden, 914 Lincolnway West, South Bend, Indiana, Project Coordinator, Historic District Yard Sale, submitted to the Board an Application for Use of and Blocking of Access to Public Right -of -Way for a Party or Similar Event, requesting that LaPorte, from Washington to Colfax, be closed on Saturday, September 28, 1991 from 8:00 a.m. to 5:00 p.m. in conjunction with the Historic District Yard Sale. Mr. Leszczynski made a motion that this request be referred to the necessary City departments and bureaus for review and recommendation. Ms. Humphreys seconded the motion which carried. ST TO CLOSE T, FROM HILDRETH TO NORTHSIDE BOULEVARD, FOR BLOCK PARTY - OCTOBER 6, 199 Mr. and Mrs. Jerry Kinney, 1209 Clover, South Bend, Indiana, submitted to the Board an Application for Use of and Blocking of Access to Public Right -of -Way for a Party or Similar Event, which indicated that they desire to close Clover Street, from Hildreth to Northside Boulevard, on October 6, 1991, from 12:00 noon to 6:00 p.m. for a neighborhood block party. Mr. Leszczynski made a motion that this request be referred to the necessary City departments and bureaus for review and recommendation. Ms. Humphreys seconded the motion which carried. APPROVE REQUEST OF HAUPERT CONSTRUCTION TO INSTALL SIGN AT 1524 MIAMI Mr. Leszczynski noted that the appropriate City departments and bureaus have reviewed the above referred to request which was submitted to the Board on August 19, 1991, and approval is recommended. Therefore, Ms. Humphreys made a motion that the recommendation be accepted and the request be approved. Mr. Leszczynski seconded the motion which carried. APPROVE REQUEST OF SINAI SYNAGOGUE FOR REMOVAL OF PARKING RESTRICTION IN THE VICINITY OF THE SYNAGOGUE IN CONJUNCTION WITH HIGH HOLY DAYS - SEPTEMBER 9-10, 1991 AND SEPTEMBER 17. 1991 In a letter to the Board, Mr. Brian Schuster, President, Sinai Synagogue, 1102 East LaSalle Avenue, South Bend, Indiana, requested that the City remove parking restrictions in the REGULAR MEETING SEPTEMBER 3, 1991 vicinity of the Sinai Synagogue located at 1102 East LaSalle Avenue on September 9, 1991 (1st Day Rosh Hashanah), September 10, 1991 (2nd Day Rosh Hashanah) and September 17, 1991 (Kol Nidre - Erev Yom Kippur), in conjunction with High Holy Days. Mr. Leszczynski noted that the appropriate City departments and bureaus have reviewed this request and approval is recommended. Therefore, Mr. Leszczynski made a motion that the request be approved. Ms. Humphreys seconded the motion which carried. APPROVE REQUEST OF KID'S KINGDOM COMMITTEE TO CONDUCT PARADE - SEPTEMBER 10, 1991 In a Memorandum to the Board, Ms. Mikki Dobski, Director, Office of Community Affairs, requested permission, on behalf of the Kid's Kingdom Committee, to stage a small kids parade on Tuesday, September 10, 1991 at Potawatomi Park. Staging will take place on the street in front of the zoo and then proceed through the park to Wall Street, west to the pool area and then into the park to the playground site. Both Wall Street and the street running through the zoo will need to be closed from 4:30 p.m. to 6:00 p.m. and posted no parking. It was noted that the necessary City departments and bureaus have reviewed this request and approval is recommended. Therefore, Mr. Leszczynski made a motion that the request be approved. Ms. Humphreys seconded the motion which carried. DENY REQUEST TO CLOSE JACOB, FROM HOWARD TO CORBY, FOR WEDDING RECEPTION - SEPTEMBER 7, 1991 Mr. Leszczynski noted that the appropriate City departments and bureaus have reviewed the above referred to request which was submitted to the Board on August 27, 1991, and it is the recommendation of the Bureau of Traffic and Lighting that the request be denied as there is a "home" Notre Dame football game on this date and the closing of the street could create traffic problems. Therefore, Mr. Leszczynski made a motion that the recommendation be accepted and the request be denied. Ms. Humphreys seconded the motion which carried. APPROVE REQUEST TO CLOSE SOUTH 34TH STREET, FROM WALL TO MISHAWAKA AVENUE, FOR NEIGHBORHOOD BLOCK PARTY - OCTOBER 5, 1991 Mr. Leszczynski indicated that the necessary City departments and bureaus have reviewed the above referred to request which was submitted to the Board on August 27, 1991, and approval is recommended. Therefore, Mr. Leszczynski made a motion that the request be approved. Ms. Humphreys seconded the motion which carried. APPROVE REQUEST FOR VARIOUS TRAFFIC CONTROLS AND ASSISTANCE IN CONJUNCTION WITH ART FAIR AT COPSHAHOLM - SEPTEMBER 14-15, 1991 At its meeting held on August 27, 1991, the Board referred the above referred request to the necessary City departments and bureaus for review and recommendation. At this time, the Board is in receipt of favorable recommendations from those departments and bureaus regarding this request. Therefore, Ms. Humphreys made a motion that the request be approved. Mr. Leszczynski seconded the motion which carried. FILING OF ENVIRONMENTAL CLEAN-UP OF LOTS REPORTS Mr. Leszczynski advised that the Board is in receipt of two (2) lists indicating the locations of sixty-one (61) City -owned and miscellaneous properties cleaned by the Department of Code Enforcement during the period August 12, 1991 to August 22, 1991. Mr. Leszczynski made a motion that the lists as submitted be accepted for filing. Ms. Humphreys seconded the motion which carried. 1 1 REGULAR MEETING SEPTEMBER 3. 1991 APPROVE CLAIMS Mr. Juan Manigault, Executive Director, WDS of Northern Indiana, submitted two (2) lists containing one hundred twelve (112) claims and recommended approval. Additionally, Chief Deputy Controller John D. Leisenring, submitted Claim Docket Nos. 10022 through 10227 and 10273 through 10538 and recommended approval. Upon a motion made by Ms. Humphreys, seconded by Mr. Leszczynski and carried, the claims were approved and the reports as submitted were filed. PRIVILEGE OF THE FLOOR: QUESTIONS REGARDING BIDS CONCERNING DEMOLITION AND ASBESTOS ABATEMENT - COLFAX THEATRE Mr. Ken Herceg, Ken Herceg and Associates, Inc., 224 West Jefferson Boulevard, Suite 200, South Bend, Indiana, was present and indicated that he presumed he could discuss the matter of the award of bid for asbestos abatement at the Colfax Theatre which was stricken from the agenda this morning after the meeting of the Board. Additionally, in response to questions from the news media inquiring whether or not the delay in awarding the asbestos abatement bid would cause a delay in the project, Mr. Herceg advised that the City is at the present time waiting for necessary approvals from the state regarding demolition so therefore the delay in awarding the asbestos abatement bid does not cause a problem at this time. Mr. Herceg stated that there appears to be some concerns and questions with the low bidder for asbestos abatement as they have added an additional line item which he believes to be a minor technicality. Mr. Tony Kiskorna of Clean Air Systems, Inc., 23349 State Road 23 West, South Bend, Indiana, was present and stated that the way the bid form was structured the Proposal form included a line item for asbestos abatement liability insurance but did not contain a line item for the Performance Bond so Clean Air Systems added this line item to the Proposal form. He noted that the required State Board of Accounts form indicates that the total amount of the bid, which includes the amount for the Performance Bond, is $38,000.00. Mr. Kiskorna concluded his statements by indicating that he believes that this concern is just a technicality and should not affect the bid award. ADJOURNMENT There being no further business to come before the Board, upon a motion made by Mr. Leszczynski, seconded by Ms. Humphreys and carried, the meeting adjourned at 9:59 a.m. i Jh2nn E. LeszczyAAY Patr'cia E. DeClercq t e p Sr AT T: i S dra M. Parmerlee, Clerk